Record when teachers can teach — or when they cannot

In response to a request from the MuseMinder community, we have published an alternative way to record the times that staff are available to teach at your studio. Now in addition to recording when people are unavailable, you may instead record when they ARE available. Naturally for different people you may choose one method over the other.
When you record this information, regardless of the method you choose, it is recorded in the system as a set of staff-busy records. This is so that when you view your new instructor free/busy display, the system will show the instructor as ‘booked’ during the times that they are unavailable to teach. You can cancel a staff-busy record any time you wish by visiting the staff view.

You input staff-available and staff-busy records on the same view. You get to that view from the staff view, either by clicking the button under the list of staff names, or from the ‘Times Unavailable’ tab.

Here is an example:

Renata Flambe’ is only available to teach voice on Tuesdays from 10 a.m. until 6 p.m. You go to the Staff Availability view and choose her name (it will be already selected if you had selected her on the staff view). You decide to input her availability times rather than her busy times, so you click on the appropriate tab. You select Tuesday and you select the time range. You save that record and it appears in the box on the right.
If there are any more times during the week when she can teach, you make a record for them, but in this case it is only Tuesday so you end up with one entry. Then you hit the button to create staff-busy records. The system will create busy records for all day Monday, Wednesday, Thursday, Friday, Saturday, and Sunday. Her free/busy display will only be clear on Tuesday. The rest of the time will show as ‘booked’.

Here is another example:

Richard Rodgers is available to teach composition every day except Tuesdays and Sundays. Select the other tab and input those days as Times Unavailable (busy) records. His free/busy display will show that he is free five days of the week.

Last notes:

  • As a default, the system uses a time span from 8 a.m. To 8 p.m.
  • As would be expected, as an instructor is scheduled to teach, those teaching hours also show up as ‘booked’ on the free/busy display.
  • ‘Busy’ time slots also show up on the calendar when the calendar is filtered for the instructor. They appear as gray blocks while the instruction blocks show up in color.
  • Remember that you must re-input busy or available times for each new operating year, but these work like other courses and they can be extended into the next year by using the batch scheduling group operation.
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